Objectives

1. Objectives

2. Chapter 29: Creating FormsPerformance Objectives • Create a Form • Design a Form • Create a Form Template • Display the Developer Tab • Protect a Template • Insert Text Controls • Fill in a Form Document • Edit a Form Template • Insert Instructional Text • Create Forms Using Tables • CHECKPOINT 1 • Insert Pictures • Use the Date Picker • Create Drop-Down Lists • Set Properties for Content Controls • Create a Form with Legacy Tools • Print a Form • Customize Form Field Options • CHECKPOINT 2

3. Create a Form • In Word, a form is a protected document that includes user-defined sections into which a respondent enters information. • These user-defined sections are made up of content controls and form fields. • Content controls limit response options to ensure the collection of desired data. • Three types of content controls are available: drop-down boxes, check boxes, or date pickers. • Form fields are spaces allotted for a respondent to enter specific text.

4. Create a Form…continued Developer tab

5. Design a Form • The goal in creating a form is twofold: to gather all the information necessary to meet your objective and to gather information that is useful and accurate. • Thus, the first step in creating a form is to determine the form’s purpose. • Make a list of all of the information you need to meet your objective.

6. Design a Form…continued • The next step is to plan the layout of the form. • The simplest way to design a form is to find an existing form that requests similar information or serves a similar purpose and mimic it. • Finding a similar form is not always easy, however, and much of the time you will need to design your form from scratch.

7. Design a Form…continued • Some points to consider when designing your form include the following: • Group like items together in the form. This makes providing complete and accurate information easier for the person filling in the form. • Place the most important information at the top of the form to increase the likelihood of obtaining the information you desire most. Often a person who is filling in a form fails to complete it entirely before submitting it. • Use fonts, colors, lines, and graphics purposefully and sparingly. Overuses of such design elements tend to clutter a form and make it difficult to read. • Use white space, lines, and shading to separate sections of the form. Each section should be clearly defined.

8. Create a Form Template • A form is created as a template so a respondent who fills in the form is working on a copy of the form rather than the original. • The original is the form template document that is saved as a protected document. • In this way, a form can be used over and over again without changing the original.

9. Create a Form Template…continued form template

10. Create a Form Template…continued To create a form template: • Click the File tab. • Click the New tab. • Click the My templates button. (continues on next slide) My templates button

11. Create a Form Template…continued • Click the Blank Document template. • Click the Template option in the Create New section. • Click OK. Blank Document template Template option

12. Display the Developer Tab To display the Developer tab: • Click the File tab. • Click the Options button. • Click the Customize Ribbon option. • Click the Developer tab check box to insert a check mark. • Click OK. Developer tab check box

13. Protect a Template To protect a template: • Click the Developer tab. • Click the Restrict Editing button in the Protect group. (continues on next slide) Restrict Editing button

14. Protect a Template…continued • Click the Allow only this type of editing in the document check box. • Click the down-pointing arrow at the right of the option box in the Editing restrictions section and then click the Filling in forms option at the drop-down list. • Click the Yes, Start Enforcing Protection button. • At the Start Enforcing Protection dialog box, type a password, confirm the password, and then click OK. Filling in forms option

15. Insert Text Controls • The Plain Text Content Control button inserts a control that takes on the format of the text that surrounds it. • The Rich Text Content Control button inserts a control that supports unique formatting for the control but is most commonly used when the data that is entered will be used in or linked to another file or document. Rich Text Content Control Plain Text Content Control

16. Fill in a Form Document To fill in a form: • Click the File tab. • Click the New tab. • Click the My templates button in the Available Templates section. • At the New dialog box, click the desired template in the list box, make sure Document is selected in the Create New section, and then click OK. template

17. Fill in a Form Document…continued • When you open a protected form template document, the insertion point is automatically inserted in the first data field. • To fill in the form, type the information for that data field and then press the Tab key to move the insertion point to the next data field or press Shift + Tab to move the insertion point to the preceding data field.

18. Edit a Form Template • When you create and then protect a form template, the text in the template cannot be changed. • If you need to make changes to a form template, you must open the template document, turn off the protection, and then make the changes.

19. Edit a Form Template…continued To edit a form template: • Click the Developer tab. • Click the Restrict Editing button in the Protect group. • Click the Stop Protection button in the Restrict Formatting and Editing task pane. • Make the desired changes. • Click the Yes, Start Enforcing Protection button. Stop Protection button

20. Insert Instructional Text • Providing instructional text for respondents who are filling in a form can aid in obtaining accurate information. • When you create a form, you can add text to each data field, providing specific directions on what information to enter. • The instructional text is replaced with the data entered by the respondent.

21. Insert Instructional Text…continued To insert instructional text: • Type the instructions. • Select the text. • Click the Developer tab. • Click the Plain Text Content Control button in the Controls group. Plain Text Content Control button

22. Create Forms Using Tables • The Table feature in Word is an efficient tool for designing and creating forms. • Using tables allows you to set up the framework for your form and provides spaces to enter data fields.

23. CHECKPOINT 1 • This is a document that includes user-defined sections into which a respondent enters information. • file • text box • field • form • This Content Control button inserts a control that takes on the format of the text that surrounds it. • Format Text • Rich Text • Plain Text • All Text Answer Answer Next Question Next Question • This tab contains options for inserting content controls. • File • Developer • Home • Insert • Press this key to move the insertion point to the preceding data field. • Tab • Alt + Tab • Ctrl + Tab • Shift + Tab Answer Answer Next Question Next Slide

24. Insert Pictures To insert a picture: • Click the Developer tab. • Click the Picture Content Control button in the Controls group. (continues on next slide) Picture Content Control button

25. Insert Pictures…continued • Click the picture icon. • Navigate to the desired folder and double-click the desired picture file. picture icon

26. Use the Date Picker To insert a date picker content control: • Click the Developer tab. • Click the Date Picker Content Control button in the Controls group. Date Picker Content Control button

27. Use the Date Picker…continued • When filling in the form, the user can pick the desired date. • With the Date: content control text selected, click the down-pointing arrow at the right of the content control and then click the desired date or click the Today button that displays below the calendar. Today button

28. Create Drop-Down Lists To create a drop-down list: • Create a template form document. • Type the field label. • Click the Developer tab. • Click the Drop-Down List Content Control button. Drop-Down List Content Control button

29. Set Properties for Content Controls • You can customize a content control with options at a properties dialog box. • The options at the dialog box vary depending on the selected content control.

30. Set Properties for Content Controls…continued To specify the drop-down list properties: • Select the drop-down list content control. • Click the Developer tab. • Click the Properties button in the Controls group. (continues on next slide) Properties button

31. Set Properties for Content Controls…continued • Click the Add button. • Type the desired choice. • Click OK. • Continue clicking the Add button and typing desired choices. • Click OK to close the Content Control Properties dialog box. Add button

32. Set Properties for Content Controls…continued • Create a title for the drop-down list content control with the Title option in the Content Control Properties text box. • Type the desired text in the Title text box, and the text you type displays in the content control tab at the template. • A content control title is not necessary, but it can provide additional information for the person filling in the form. Title text box

33. Set Properties for Content Controls…continued • You can modify the list by clicking the desired option in the Drop-Down List Properties section and then clicking the Modify button. • You can also rearrange the position of an item in the list by selecting the desired item and then clicking either the Move Up or the Move Down button. • You can remove an item from the list by selecting the item and then clicking the Remove button.

34. Set Properties for Content Controls…continued To lock the picture control: • Select the picture data field. • Click the Developer tab. • Click the Properties button. • Insert a check mark in the Contents cannot be edited check box. • Click OK. Contents cannot be edited check box

35. Set Properties for Content Controls…continued To customize the date format: • Select the date picker content control. • Click the Developer tab. • Click the Properties button. • Choose the desired date format in the list box in the Date Picker Properties section . • Click OK. Date Picker Properties section

36. Create a Form with Legacy Tools To insert a text form field: • Click the Developer tab. • Click the Legacy Tools button in the Controls group. • Click the Text Form Field button. Text Form Field button

37. Create a Form with Legacy Tools…continued To insert a check box form field: • Click the Developer tab. • Click the Legacy Tools button in the Controls group. • Click the Check Box Form Field button. Check Box Form Field button

38. Create a Form with Legacy Tools…continued • Fill in a form with text and check box form fields in the same manner as filling in a form with content controls. • To fill in the form, open the form template document, type the information in the data field, and then press the Tab key to move to the next field or press Shift + Tab to move to the previous field.

39. Print a Form • After filling in a form document, you can print the document in the normal manner. • In some situations, you may want to print just the data (not the entire form) or print the form and not the filled-in data. • If you are using a preprinted form that is inserted in the printer, you will want to print just the data. • Word will print the data in the same location on the page as it appears in the form document.

40. Print a Form…continued To print just the data in a form: • Click the File tab. • Click the Options button. • At the Word Options dialog box, click the Advanced option in the left panel. • Click the Print only the data from a form option. • Click OK. Print only the data from a form option

41. Customize Form Field Options To create a drop-down list form field: • Click the Developer tab. • Click the Legacy Tools button in the Controls group. • Click the Drop-Down Form Field button. (continues on next slide) Drop-Down Form Field button

42. Customize Form Field Options…continued • Click the Properties button. • Type the first list option. • Click the Add button. • Continue typing the desired choices and clicking the Add button. • Click OK. Add button

43. Customize Form Field Options…continued To fill in a drop-down list form field: • Click the down-pointing arrow at the right of the field. • Click the desired option at the drop-down list. drop-down list

44. Customize Form Field Options…continued To customize a check box form field: • Select the check box form field. • Click the Developer tab. • Click the Properties button in the Controls group. • At the Check Box Form Field Options dialog box, select the desired options. • Click OK. Check Box Form Field Options dialog box

45. Customize Form Field Options…continued To customize a text form field: • Select the text form field. • Click the Developer tab. • Click the Properties button in the Controls group. • At the Text Form Field Options dialog box, select the desired options. • Click OK. Text Form Field Options dialog box

46. Customize Form Field Options…continued • You can apply formatting to text in a form field with options in the Text format option box. • For example, if you want to display text in all uppercase letters, click the down-pointing arrow at the right of the Text format option box and then click Uppercase at the drop-down list. • When text is typed in the form field as the form is filled in, the text is automatically converted to uppercase letters as soon as the respondent presses the Tab key or the Enter key. • The Text format options vary depending on what is selected in the Type option box.

47. CHECKPOINT 2 • You can customize a content control with options at this dialog box. • Format Control • Content Control • Page Setup • Properties • To insert a check in a check box, press this on the keyboard. • Backspace • End • Home • Spacebar Answer Answer Next Question Next Question • This content control option is not necessary, but it can provide additional information for the person filling in the form. • date • time • title • name • The Text format options vary depending on what is selected in this option box. • Field • Form • Text • Type Answer Answer Next Question Next Slide